Tell us about a time when you had to make a difficult decision regarding an event and how you approached it.

Sample answer to the question

One difficult decision I had to make regarding an event was when our keynote speaker canceled at the last minute. It was a major setback as the speaker was the main attraction of the conference. To approach the situation, I immediately contacted our backup speaker list and managed to secure a well-known industry expert who was available on short notice. I then worked closely with the speaker to understand their areas of expertise and ensure their presentation aligned with the conference theme. Additionally, I communicated the change to all attendees, updated the conference schedule, and ensured the necessary AV equipment was prepared for the new speaker. The event was a success, and attendees praised the replacement speaker's knowledge and insights.

A more solid answer

One challenging decision I faced as a conference planner was when the venue for our annual conference unexpectedly became unavailable just two weeks before the event. This posed a significant problem as we had already marketed the event and had numerous registered attendees. To address this issue, I quickly contacted several alternative venues and negotiated to secure a new location that could accommodate our needs. I informed all stakeholders about the change and provided updated details regarding the new venue, travel arrangements, and parking options. Additionally, I reassured attendees that the event would proceed smoothly and ensured that the necessary logistics, such as AV equipment and signage, were coordinated with the new venue. Despite the initial setback, the conference was successfully held at the new location and received positive feedback from attendees.

Why this is a more solid answer:

The solid answer provides a more detailed and specific account of the difficult decision the candidate faced. It showcases their exceptional organizational and leadership skills, ability to communicate effectively, attention to detail, problem-solving skills, and adaptability to work with various stakeholders and functions. However, it could further incorporate elements of project management software, digital marketing tools, and social media platforms, as mentioned in the job description.

An exceptional answer

In my role as a conference planner, I encountered a complex decision involving a sponsor conflict for our annual industry conference. Two major sponsors, who were direct competitors, requested exclusive branding rights during the event, which caused tension and jeopardized the conference's success. To approach this challenging situation, I initiated direct conversations with each sponsor to understand their goals and concerns. I then proposed a compromise that involved equal branding opportunities for both sponsors without favoring any party. Through diplomatic interactions, active listening, and maintaining open lines of communication, I successfully resolved the conflict and ensured that both sponsors remained engaged and supportive throughout the conference. The event was a great success, and post-event feedback highlighted the seamless integration of sponsor branding and the overall positive experience for attendees.

Why this is an exceptional answer:

The exceptional answer goes above and beyond by presenting a more complex scenario that demonstrates the candidate's exceptional skills and expertise. It specifically showcases their ability to negotiate and manage conflicting situations, their excellent communication and interpersonal abilities, and their strong problem-solving skills. The answer also emphasizes adaptability and the candidate's successful coordination with multiple stakeholders. The use of specific details and the positive feedback received further highlights the candidate's exceptional performance in handling difficult decisions.

How to prepare for this question

Reflect on past events or projects where you had to make difficult decisions. Think about the challenges you faced and how you approached them.
Consider situations that required exceptional organizational and leadership skills, excellent communication and interpersonal abilities, and strong attention to detail and problem-solving skills.
Review the job description and identify specific skills and qualifications mentioned, such as proficiency in project management software, expertise in digital marketing tools, and adaptability to work with diverse people and functions.
Prepare examples that showcase your ability to manage multiple projects simultaneously, meet tight deadlines, and incorporate virtual conference components if necessary.
Think about situations that involved resolving conflicts or negotiating with stakeholders.
Practice articulating your decision-making process and the outcomes achieved in a concise and confident manner.

What interviewers are evaluating

Exceptional organizational and leadership skills.
Excellent communication and interpersonal abilities.
Strong attention to detail and problem-solving skills.
Ability to manage multiple projects simultaneously and meet tight deadlines.
Proficiency in project management software, such as Microsoft Project or Asana.
Expertise in digital marketing tools and social media platforms.
Adaptability to work with a diverse range of people and functions.